Calendar for Your Year as Leading Knight

As Leading Knight, it is assumed that you will soon be the Exalted Ruler of your Lodge, and as such, a heavy responsibility has been placed on your shoulders. Your Officers, Chairmen and Committee members will all affect your Lodge in year to come. This manual has been prepared to help you understand your Lodge operation and your duties.

As a Leading Knight, you should be familiar with Lodge operation, and the manuals (Secretary, Auditing, Club Operation, Membership Control, Lodge Activities, Protocol, etc.) One of the extremely important books is the Grand Lodge Annotated Statutes, which you should review constantly to keep current with the Rules and Regulations of Elkdom. One convenient way to study the Statutes is to take the IEA Officer’s Training Course. By the time a Elk reaches the position of Exalted Ruler, he should have an Officer’s Training Certificate, which means that he is well read in the Statutes and Constitution on all positions and situations that may arise during his time of office.

Many Elks who have held high positions and have years of membership, have never properly studied the Statutes & Regulations of Elkdom. Their advice, although well meant, might be contrary to the Grand Lodge, and as such, place you or your Lodge in an embarrassing situation.

One should accept advice from others; however, it is always worthwhile to be well informed as to the proper procedures of our Order.

During this time as Leading Knight, you have an excellent chance to study the methods of Lodge and Club administration.

The Lodge financial operation is under the control of the Secretary (GLS 12.050), the Treasurer (GLS 12.060) and the Board of Trustees (GLS 12.070). Although other committees such as the Auditing, Lodge Activities, etc., affect the financial operation, the primary responsibility rests on the shoulders of these officers. In essence, the Secretary is responsible for receiving all Lodge funds, the Treasurer for the bookkeeping and paying of bills and to the Trustees falls the responsibility of establishing the remaining within a budget and seeing that expenditures fall within the Statutes and Lodge approval.

The Club operation of the Lodge may be managed in three different ways depending on the will of the Lodge members. However, the supervising or managing body must establish a budget separate from the Lodge budget and then submit a written report to the Lodge each month showing the financing condition of the Club and the condition of the budget relating to same (GLS 16.040).

The accounting of the Lodge performed by the Secretary and the Treasurer is responsible to the Trustees but it is overseen by the Audit Committee as per Grand Lodge Statutes 13.040; an audit is made yearly or as the Lodge requests to clear the books and ascertain that all requirements have been met per Section 13.040.

The business of the Lodge is important but one of the foundations that must never be slighted is the Ritual. If properly performed, it will act as the mainstay of the meeting. However, if haphazardly or sloppily performed, it can actually drive members away from the meetings. As Exalted Ruler-to-be, you should work with each of the officers who will be advancing. Try to establish enthusiasm and dedication to the Ritual. The actions of your officers during the Initiation will remain as a lasting memory to the initiate. This is the new member’s first introduction to Elkdom, so make the impressing a strong and stimulating one.

The following calendar and suggestions extend from now right through your Exalted Ruler year. It does not cover everything, but may help as a guide throughout the coming months.

October, November and December

Select an Activities Committee to supervise all Lodge activities. These Committeemen should not necessarily be Chairmen of any particular event, but should be responsible for seeing that the chairmen are functioning and the proper publicity is given to the coming events. They are also responsible for planning your future activities.

Get commitments from those whom you wish to appoint as Esquire, Chaplain, Inner Guard, etc. Obtain ritual books from the Secretary and ask these appointees to begin to study so that they will know their parts by the first week in January.

January

Prepare for the Installation of Officers. Obtain the approval from the District Deputy for a Special Night, if desired. Have a practice ritualistic session or sessions with the assistance of the Exalter Ruler. Obtain the approval of the District Deputy for PERs to act as Grand Lodge Officers (GLS 12.010). Be sure that your plans for the state convention in May are fully made and well on the way. Be sure that you have an editor for your Lodge Bulletin (GLS 16.150). Attend the District Deputy’s Clinic.

Study the Statutes (Annotated): If you don’t have one, ask the Secretary to order one for you.

Study the by-laws for your Lodge! Become familiar with all the Grand Lodge manuals, particularly Accounting, Membership, Protocol and the manual for Officers and Committeemen.

February and March

Nomination and Election of Officers. Note: Elect a PER as Grand Lodge alternate representative (GLS 3.030). In cooperation with your Exalted Ruler, go over your plans for the year and your idea of the Budget. Have a meeting with the PERs. Place your proposals before them and ask for suggestions and opinions.

In cooperation with your Trustees, (or Budget Committee), begin to work out the Lodge and House Committee Budget.

Make your plans for attendance of the State and Grand Lodge Conventions. Arrange for transportation, hotel accommodations and the hospitality room, etc. Finalize who brings what and what each pays. Obtain Lodge approval.

April

Annual Report due by May 1.

Installation of Lodge Officers on date arranged with DDGER (GLS 12.010)

Prepare new Exalted Ruler’s report; send to District Deputy before April 20.

Trustees report on year’s activities to the Lodge (GLS 12.070).

Secretary’s report on year’s activities to the Lodge (GLS 12.050).

Attend District Deputy’s Clinic.

Secretary’s Quarterly Membership Report (GLS 12.050) due within 10 days after March 31.

Appointment of Statutory Committees (13.020):

Americanism – not less than 3 members (GLS.020)

Auditing – not less than 3, nor more than 7 members (GLS 13.020)

Drug Awareness

Elks National Foundation – not less than 3 members (GLS 13.120)

Flag Day – not less than 3 members (GLS 13.050 & 2.030)

Government Relations – (GLS 13.060)

Indoctrination – not less than 5 members (GLS 13.070)

Investigating – not less than 3, nor more than 13 members (GLS 13.080 & 14.010)

Lapsation – not less than 3 members (GLS 13.000)

Membership – not less than 3 members (GLS 13.100)

Memorial Day – not less than 3 members (GLS 13.110 & 2.020)

National Service – not less than 3 members (GLS 13.130)

Public Relations – (GLS 13.140)

Relief – Exalted Ruler, Leading, Loyal and Lecturing Knights, Secretary and Treasurer (GLS 13.010, 14.310, 16.100, 9.070)

Social and Community Welfare – not less than 3 members (GLS 13.150)

Visiting – 3 or more members (GLS 13.020)

Youth Activities – not less than 3 members (GLS 13.170)

Place a list of your Committees and their chairmen on the Bulletin Board and notify all Brothers to contact you if they would like to serve on any Committee.

Special Committees:

Appoint a House Committee – not less than 3 nor more than 13 members; the exact number must be set forth by your By-Laws (GLS 16.040)

Appoint a Presiding Justice of the Subordinate Forum (GLS 13.020)

May

Lodge and Club Budgets presented to the Lodge – first meeting in May (GLS 12.070)

Elks National Youth Week – first week in May

Mother’s Day Program

Attend State Convention

June

Flag Day – Mandatory (June 14^th (GLS 2.030)

Audit Report – Mandatory, due on or before June 30 (GLS 13.040)

See that Secretary prepares Forum Box with the aid of Trustees; (GLS 8.040); you hold the key.

Required to file an information Federal Income Tax Return Form 990-T (if needed for unrelated trade or business) on or before June 15.

Father’s Day Program

July

Fourth of July Program with Veterans or Service organizations.

Secretary’s Quarterly Membership Report – due within 10 days after June 30^th (GLS 12.120)

Attend the Grand Lodge Session (GLS 12.120)

August

Attend District Deputy’s Clinic

Report on Grand Lodge Session (GLS 12.120)

Required to file an informational Federal Income Tax Return Form 990 on or before August 15.

September

Vote on Constitutional Amendments (if any)

Secretary – Order membership cards on form supplied

Start Hoop Shoot Contest

Christmas Party Planning – charities

OCTOBER

Secretary’s Quarterly Membership Report – due within 10 days after September 30^th (GLS 12.050)

Secretary’s report to the Lodge on half-year’s activities of the office.

Trustees’ report to the Lodge on half-year’s activities of their office.

Appoint a Visiting Committee – 3 or more members (GLS 13.160)

NOVEMBER

Elks Veterans Remembrance Month

Elks National Foundation Contribution report due

Distribute scholarship materials

DECEMBER

Elks Memorial Service – Mandatory first Sunday in December (GLS 2.020)

Prepare Forum Box with the aid of Trustees (GLS 8.040)

Christmas Charities – Christmas & New Year’s Parties.

JANUARY

Attend District Deputy’s Clinic

Elk of the Year – set up committee & notify Grand Lodge

Remind Auditing Committee to arrange for annual audit

Lodge Progress Report – complete, sign and return to District Deputy before January 20.

Secretary’s Quarterly Membership Report – due within 10 days after December 31. (GLS 12.050)

Participate in Hoop Shoot Contest

FEBRUARY

Past Exalted Rulers’ Night – first meeting in February

Birthday of the Order – February 16, 1868

Nomination of New Officers – first meeting in February (GLS 3.080)

Secretary prepares ballots for election (if needed)

Election of New Officers (GLS 3.090)

Scholarship Contest Judging takes place

Secretary prepares directory information form supplied by Grand Secretary (GLS 3.090)

MARCH

Elks National Foundations must be submitted to the Grand Lodge prior to March 31.

Leading Knight Training

Shadow the Exalted Ruler-attend the meetings he attends, see how the ER handles various situations. It may NOT be how you would want to handle the situation. You get to see what works, and what does not.
Start planning your committee chair appointments, for local, state and Grand Lodge committees. Do not assume that the chair will want to stay on. DO not assume that you will want the chair to stay on.
Ritual - if you are not planning to memorize the ritual, read it over in advance so the words are familiar, and you do not stumble over them. Remember, speed is the greatest enemy to doing decent ritual.
Grand Lodge Statutes - they are your guidebook on how to handle various situations. Read them over, or at least certain sections. You should be able to get a copy from your secretary, or from the Members Only section of this website.
Vacancies - read over the statutes on how to handle vacancies, when you can appoint, when you must have an election.
Lodge bylaws and house rules - be familiar with them, and the procedure for updating. They must be updated every 5 years, and there is a procedure for doing this.
Duties - in the Grand Lodge Statutes is a description of the duties of each office in the lodge. Read them over and e familiar with them. This is especially true for the supervisory duties of the house and trustees.
There are Grand Lodge functions which all lodges are required to participate in, Flag Day and Memorial Sunday. Be familiar with them, and read over the parts in advance. These rituals are in the book of Special Rituals, which is available under Ritual on this website.
There are district meetings, called by the District Deputy, which require the attendance of the Exalted Ruler, Leading Knight, Secretary and Trustee Chairman. These are excellent training for the year ahead. Attend, and take lots of notes!
Make sure you are aware of lodge functions, affairs that are specific or unique to your lodge.
Let the officers who will be serving with you know your plans, and your expectations.
Be familiar with RObert's Rules of Order, which govern our meetings. A copy is available from the Resources section of this website.

Any additions or corrections are welcome, Send to Webmaster

10/2/2009